Embark on an all-encompassing expedition through the crucial stages of Intranet implementation with the comprehensive “Intranet implementation in the company – the most important aspects” guide meticulously crafted by Ideo Software. It features an array of essential components, discussing the rudiments of the subject and a pre-implementation analysis coupled with a user-centric design, culminating in a more intricate examination of strategic promotional measures alongside the platform’s launch and continuous development monitoring. If you want to navigate the complete spectrum of Intranet, you have found the perfect place!

1. Intranet implementation in the company -
the most important aspects
Ideo - eCommerce Software House
The presentation was prepared by Katarzyna Pezdan.

2. The basis is a well-
structured process of
intranet design and
implementation.
Intranet implementation in the company
How to do it properly?
The technical adaptation
of the intranet and the
sociological preparation
of employees are also
important.

3. Intranet implementation process
.
1. Pre-
implementation
analysis.
4. Establishing an
intranet promotion
strategy within a
company.
5. Launching a portal.
2. Recognition of the
client's needs.
3. Designing of
system.
.
6. Monitoring and development of the system.
Main steps
Check online

4. Create a map of empathy
To create it, you need to answer these questions
What should employees think about internal communication - its participants, processes, and tools?
What are they supposed to feel during the communication process, while messaging, or using tools?
What should they do, and how to behave in the communication process?
What should they see when they open a tool or when they talk to their employer and colleagues?
What do they need to hear?
In the first stage, you need to know the expectations and requirements of the client and the entire organization in which the intranet will be implemented.
To do that You need to create a map of empathy and rating of the communication in company.

5. Rating of the communication in company
To create it, you need to answer these questions
Is the internal communication within your company conducted on the basis of a before-developed
communication plan?
Is there a defined attitude that the company wants to build among employees with
the use of internal communication?
Does your company have efficient tools for communicating with employees?
Does the management comprehensively answer employees’ questions?
Do employees willingly share information and knowledge with their colleagues?
Do the employees know the strategic business goals?

6. User centric
research
User and system research
System research
(site centric)
As a source of information

7. Running an intranet
1. Ground – Regularity
• Are the tools regularly used and
promoted?
• Do you have a defined regularity in
the context of the message?
• What does regularity in
communication look like?
• Are communication processes written
down and used regularly in the
company?
2. Ground – Transparency
• Do employees know the communication
tools and who is responsible for them?
• Is the message clearly and openly
communicated, honestly discussed?
• Do employees honestly share
information and knowledge?
• Is the implementation and operation
process understandable, clear and
open?
3. Ground – Trust
• Do employees believe that the tool is
working properly and supports their
work?
• Do they know that they will be informed
when the need arises?
• Will the message be complete and
honest?
• Is the communication process well
thought out and working properly?
3 main foundations
Check online

8. 3 levels of communication
Top-down
Bottom-up
Horizontal communication
Communication of employees at higher positions, towards
employees at lower levels.
Communication of employees to people
holding managerial positions.
Communication between employees working in similar positions
(also between departments).
To improve the operation of the intranet system

9. Methods of encouraging to using the intranet
Levels:
badges, rankings, points.
Rewarding:
giveaways, discounts.
Giving control:
function of moderator,
editor.
Status Staff
Power
Privileges:
Access to features, available
only within an intranet.
Access
Examples, shown in categories

10. Optimal method for creating and maintaining an intranet
Own IT department or external company?
Check online

11. Indications based on an interview with Artur Wichliński
Director of the Technology and Operations Division of the Bank Spółdzielczy.
Integration to optimize
functionality
Automation of
activities
Teamwork
Base - UX
Efficient and useful intranet
Based on the exemple
Check online

12. • .
Experienced team and years of work or ...
However, after implementation, even one person can run and maintain an intranet, without specialist
knowledge!
To sum up: Due to profitability, it is worth using ready-made solutions and the help of specialists.
However, in the case of maintaining the intranet alone, it can be done by one person, without
specialist knowledge.
„It's impossible to make a well-functioning intranet with just one person.”
• .
•
.
“However, it isn't like we do absolutely everything
ourselves, because it doesn't make sense. We also
use ready-made solutions. All activities must be
translated into business - it just has to pay off "
In the discussed case, it consisted of 3 developers
and 8 engineers. Therefore, in many cases help
of an external company is just cost-effective.

13. Integrations are the key to best functionality
In this way, you can adapt the platform to changing conditions. Here are some options:
 Electronic Document Workflow
 Chatbots and interactive notes
 Help Desk
 Submissions system
 Knowledge base
And
more…
As the organization grows, it is also possible to expand the intranet functionality
Check online

14. Automation of activities on the intranet
The e-book describes an example of how the Internet can improve
your work.
„With the use of (rather simple) application, it is possible to automate other areas of business,”.
For instance, of the Management Board Office. For each meeting, this department
has to prepare a list of matters to be discussed.
An employee of Bank Headquarters or Facility who needs a written consent of the
Management Board does not swamp them with documents but performs this action
electronically.
Automation is possible, among others thanks to the above-mentioned integrations

15. Proper UX guarantees an effective intranet
While building UX, You need to use simple language so that the user
wouldn't overwhelmed by the amount of information. In this case, the
Document Workflow is particularly helpful. This integration makes it
easier to manage and use the intranet.
„What our users say to us is also important. They are the ones who force changes in the ecosystem”

16. Always remember that any business can develop and grow rapidly. In that case, the company must be
ready to guarantee consistent and efficient communication to all of employees, which increases their
efficiency.
A way to deal with unpredictable changes? - Intranet
In the presented example, when there was a need to introduce remote work in the company -
the employees and the system itself were already prepared for it many years earlier. The
bank operated normally thanks to solutions that had already been developed. In this way,
the continuity of work was maintained.
Conscious preparation of technology
„The business environment is changing, and the agility of an organization is how it adapts to these
changes.”
To a changing company

17. Extensive analyst in running an intranet
Access to the data:
 number of users, including the number of returning users,
 the frequency of return of users,
 the content they have read
 the average duration of a visit to an intranet website, the so-called website stickiness,
 the length and width of the visit,
 conversion rates,
 the behavior of a user compared to the average (maybe this person has a problem in a
place where others do not have it and requires individual training).
Especially in cooperation with additional analytical tools

18. Analytics - adaptation to changing requirements
It gives access to information about:
• Components that are properly
optimized.
• Which data is most important to
employees.
• Elements that need to be
changed, improved.
• Which data need to be added
(based on your searches).
"Quantitative research is extremely important to ensuring the long-term success of the intranet, but only if it is factually confirmed, not opinions - that is
mean resulting from the statistics of intranet use."
Extensive analytics help to optimize the intranet functionality

19. eCommerce Software House
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